Orders from email, PDF and spreadsheets, read into drafts

A German shipper sends a transport order as a PDF: loading in Arad on Thursday, 24 pallets, unloading in Stuttgart on Saturday, reference 4500123987 in the header. The planner forwards it to the company's order inbox in Druma. Orders, Intake then shows a draft with both stops, both dates, 24 pallets, the shipper's reference and the shipper matched to your client list. The planner opens it with the PDF beside the form, checks the fields against it and confirms.

When a draft becomes an order by itself

By default it does not.

You can switch on automatic confirmation for your company. Even then a draft becomes a confirmed order only when the client is identified exactly (by VAT number, by a sender address you entered for that client, or by a mapping you made) and every required field is filled. A client found by name or by email domain leaves it a draft. A client on a credit stop is never confirmed automatically. The order keeps a record of why it was or was not confirmed, so a planner can see the reason later.

Four ways in, one queue

Every company has its own order inbox address. Forward or copy a load offer to it and Druma makes a draft from the email text and the attachments. One email with three orders gives three drafts, and a reply in the same thread is linked to the order it belongs to.

Scan Order sits on the Orders toolbar. Upload a PDF, a photo of a printed order, a Word file or a spreadsheet, and the Add Order form opens filled in, with the original beside it.

The Outlook add-in turns the open email into a draft with one button. A browser extension reads a load from a Bursa de Transport page and shows a review card before anything is created.

Spreadsheets can come in through the inbox or Scan Order, and each row becomes a draft. Druma recognises the column headers in nine languages (Romanian, Polish, Hungarian, Czech, Slovak, German, Dutch, French and English) without an AI model. It remembers the column layout per sender, and learns it again when a required column moves or disappears. CSV files in Windows-1250, 1251 and 1252 are read.

Everything lands in Orders, Intake, with a badge saying where each draft came from.

Checking a draft

Documents are read by Google Gemini on Vertex AI's EU endpoint; the AI disclosure on this site lists what is sent and where. A draft carries an "AI Draft" badge and a confidence figure in percent. That figure says how sure Druma is that it read the document correctly. It says nothing about the load itself.

Clients are matched against your list. An exact VAT number matches automatically, a close name is only suggested, and a sender who is not on the list can be added as a new client from the draft itself.

A shipper who sends the same layout every week gets its own reading template. An AI model writes it once from several of that shipper's documents. After that, the shipper's orders are read without a model, which is faster and gives the same result every time, and the planner's corrections improve the template. Every 20th document from that shipper is still read by the model as a check. If the template gets three of the last 20 documents wrong, it is retired, the shipper's documents go back to the AI model, and a new template is written from the examples.